Brief – Part-Time / Freelance Administrator

Introduction

Arts & Health South West is an organisation that has been set up by people working in the arts and health sector with support from Arts Council England South West. Originally conceived as a Forum to support people working in the sector, Arts & Health South West aims to:

·  Raise the profile of the arts and health sector across the region

·  Influence the development of arts and health across the region

·  Provide information and support for those working in the arts and health sector in the region

·  Encourage partnerships between health and arts professionals in the region

·  Support the professional development of people working in the sector

Arts & Health South West achieves its aims by:

·  Developing a responsive member-led organisation

·  Working in partnership with other strategic agencies

·  Providing access to information and support

·  Providing opportunities for networking and continuing professional development

History of Arts & Health South West

In November 2003 a Feasibility Study commissioned by Arts Council England South West identified a clear need and demand for a Forum which would bring people together across the arts and health sector to share news, information, learning, good ideas and good practice.

Following the Feasibility Study, ACESW established a Steering Group, under the title South West Arts and Health Forum to explore the way forward.

In March 2005 a Strategic Plan was produced that was submitted as part of an application to Grants for the Arts for funding to set up the Forum. The successful application allowed for a major piece of research into the arts and health sector in the South West to be commissioned, as well as for the appointment of an interim Co-ordinator to establish the Forum.

In May 2005 an arts consultant was commissioned by Arts Council England South West and the Forum to undertake an audit and analysis of arts and health activity across the region.

The report Shared Territories was completed in September 2005 and gives a detailed breakdown of who is working in arts and health in the South West; what work is taking place, where and why; how the work is funded; people’s aspirations and needs; and the key issues which face the sector.

In October 2005 an interim Co-ordinator was appointed to put in place all the necessary structures and funding to establish Arts & Health South West.

Also in October 2005 the Steering Group agreed that the Forum should be renamed Arts Health South West.

In January 2006 ACESW awarded Arts Health South West a three-year grant of £78,000 for 2006–2009 towards the costs of running the organisation.

On 20th June Arts & Health South West was launched to over 100 people and provided a mixture of inspirational speakers and showcased south west work.

In May 2006 a part-time Co-ordinator was contracted on a freelance basis to carry out the day to day activities and develop the organisation.

Arts Health South West now has over 200 members and is looking for an Administrator to manage day to day activities and general administration tasks.

List of Administrator’s tasks

1. Co-ordination of activities /

Timescale

1.1 Meetings, events and sub-regional / sub-sector specific networks
Co-ordinate and attend Trustee’s meetings (minimum 4 a year) / 25/2, 18/5. 10/9, 30/11 (11am-2pm)
Co-ordinate and attend some regional Member’s meetings (minimum 3 a year) / tba for 09
Co-ordinate and attend the organisation’s A.G.M / Oct 09
Take minutes at Trustee Meetings and type up / as required
Take bookings for Member’s meetings / as required
Organise catering for Member’s meetings and ensure payment from members. / as required
1.2 Membership support
Send out membership pack to new members / as necessary
Respond to day to day enquiries from members / at least weekly
Support Patron members / ongoing
Oversee updating and distribution of Members’ Directory / ongoing
2. General Admin
Chase membership fees / as required
Maintain the members database and email lists / ongoing
Create new databases / as required
Produce form letters and templates / as required
Type letters and reports / as required
Keep information organised / ongoing
Do mail merge letters and mailouts / as required
Deal with post as delegated / as required
Order stationary / as required
Send out information / as required
Back up work / daily
3. Promotion and marketing
Carry out such activities as are necessary to ensure that the Arts and Health sector in the South West has a high profile, for example mailing out Press Releases. / ongoing
Promote membership of the organisation to ensure that the number of members increases in line with AHSW’s Business Plan / ongoing
4. Trustees and Advisory Group
Provide support for AHSW’s Trustees and Advisors: ensure they are aware of their roles and responsibilities as outlined in the Company’s Memorandum and Articles of Association and the terms of reference for the Advisory Group; service meetings; keep them regularly updated as necessary / as necessary
5. Other
Carry out any other reasonable duties as necessary for the smooth running of the organisation and delivery of its services as considered appropriate by the Co-ordinator and Trustees.

Administrator – Person Specification

Task

/

Essential

/

Desirable

Co-ordination of activities / At least 2 years experience of working administratively / Interest in Arts and Health
Experience at organising events / Experience of arts or health organisations
Familiarity with using the internet / Ability to manage web content
Experience of managing information & keeping efficient electronic records
Experience of dealing with public over phone and face to face
Experience with Word, Excel, Access and Outlook / Ability to use graphics packages
Experience of servicing meetings and of organising events
Promotion and marketing / Experience of marketing
Trustees and Advisory Group / Experience of working with Trustees / Management Committee members
Other / Excellent written and verbal communication skills
Ability to prioritise tasks and manage own time effectively
Experience of working on own initiative
Flexible and able to work hours as required

Details and how to apply

Contract

The role of Administrator is being offered as a part-time 12 month free-lance contract.

Fee: £10 hr (56 hours a month – 8 days)

There is additional money in the budget for administration costs such as postage, telephone, travel (from within the region) and subsistence.

We estimate that this role will take 8 days a month. However, this contract is task driven and therefore it is for the person / organisation appointed to use the available resources to deliver the job as effectively as possible. We do expect that someone will be available to respond to enquiries at least three times a week. It could potentially suit someone working four mornings or afternoons a week but we are flexible in how the hours are managed.

Whoever is appointed must be able to make their own arrangements for workspace and administration and be able to travel within the region (meetings are usually held in Bristol or Exeter). We are happy for applications to be made from organisations who wish to share an administrator.

Management

The Administrator will be formally accountable to the Co-ordinator of Arts Health South West. A schedule of payment and a timetable of work will be agreed between the Administrator, Co-ordinator and the Trustees at the start of the contract.

The contract will be formally reviewed after the first 6 months.

We would like the Administrator to start as soon as possible but preferably by 23rd March 09.

Further information

The following documents can be downloaded as background via our website:

click here

·  Shared Territories report (audit and analysis of the Arts and Health Sector in the region)

·  AHSW Business Plan

·  AHSW Annual Reports

If you would like further information about the role please email Claire Dedman,

Submission of applications and timetable

Interested applicants should submit a C.V. and letter outlining their skills, knowledge and experience for the role of Administrator, which should include examples of how their experience relates to the person specification provided, and why they are interested in the role. Please send these to: or Arts & Health South West, PO Box 2696, Bristol BS2 2AL

Closing date for applications: Mon 16th February 12 noon

Date of interviews: Fri 27th February

Travel expenses can be reimbursed.